As a good practice, check-ins on OKRs must happen on a set cadence week on week so that the progress and status reflect the actual state of work. There exist few scenarios where certain OKRs are not updated on time for which the OKR owner will have better context on why they weren't updated and would like to make a retrospective manual check-in so that the progress and status reflect actual reality.
How do you backdate manual check-ins in Ally?
While creating a new check-in, in the check-in form along with progress, status, and comments (optional), you will have an option to add a ‘Date of Check-in'.
The ‘Date of check-in' will be defaulted to today’s date. If you choose to edit the check-in, you can click on the ‘Edit’ button next to the date and pick from a past date that falls within the time period of the OKR.
Once the date has been changed and the check-in form is saved, a new backdated check-in is created.
In the activity card, there will be an additional icon to indicate backdated check-ins and upon hovering over the icon you can see the actual check-in date. The activity feed will still be sorted by the order of activity performed and not based on the date of check-in.
What happens to progress and status?
If the Key result or project is set to roll up to an objective or a key result:
The progress and status for the parent will be reflected from the backdated check-in when:
the check-in made on the child KR/Project is a backdated check-in
for the parent OKR, the latest rollup from key results is from this particular check-in
If there is a check-in which is after the date of the backdated check-in, then the progress and status of both the parent and the child will be based on that check-in.
Can you edit an existing check-in and change the date of check-in alone?
At this time, you cannot edit an existing check-in and change the date, but we will have a future release where the editing of existing check-in and adding a date will be allowed. As a workaround, you can delete an existing check-in and while adding a new check-in, you can edit the date of check-in for progress and status to reflect accurately on your OKR.
Q: Wouldn't backdating check-ins disturb my current check-in rhythm and discourage employees from making timely updates?
A: Ideally, it is good practice to stick to your organization’s check-in cadence and make timely updates. But, under special case scenarios such as Revenue Trends where the finance team is required to do due diligence and audit, and Missed Updates when the OKR/Project owner is on leave and couldn’t make the check-ins, backdating check-ins can come in handy.
Q: How to strike the right balance between taking advantage of this feature and keeping a good check-in rhythm?
A: Every organization has its own cadence, processes, and best practices to maintain that check-in rhythm in place. But as a pro tip, you can take advantage of the Comment box and encourage employees to cite their reasons for backdating check-ins. Also, in the Activity section of your OKR/Project, check for the following icon to find if the check-in is backdated.
Q: Why is my backdated check-in not reflected as the latest progress update?
A: To keep the progress current, the date of check-in is considered, and whichever date is the latest, the check-in made on that date is reflected in the progress bar. For example, say, you’re making a current check-in for today. Then, you realize you missed last week’s check-in as you were on leave. You are now backdating a check-in to include last week’s check-in. Since the date of check-in for the backdated check-in is last week and the date of check-in for the current check-in is today’s date. By order of the date of check-in, the current check-in will only be reflected in the progress bar. The backdated check-in will still be seen in the progress graph as a point in time data.
Q: Can you backdate a check-in from a different time period?
A: For any earlier time period, it is possible to backdate a check-in but not for upcoming time periods.
Q: How do I know if a check-in is backdated or current?
A: You can differentiate a backdated check-in from a regular check-in by looking for the icon shown in the image below in the Activity section of the OKR/Project.
Q: Why can’t you edit an existing check-in and change the date?
A: This option isn’t available currently, but it is coming up within the next 3 weeks. For now, a possible workaround is to delete the existing check-in and create a new backdated check-in.
Q: Why are the activity cards ordered as per activity date and not check-in date?
A: To keep the activity feed sacrosanct, today, the activity feed is treated as a log that must be kept as is and so it is ordered as per the activity date. This will help you, in addition to the backdated check-in icon, spot backdated check-ins and know when the check-in was made. You can also find out the frequency of the backdated check-ins to understand why this has been occurring and try to ensure prompt check-ins are made.